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Quarterly Meeting 2010 Q2

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Location: UCCP Shalom Center, 1660 Leon Ma. Guerrero St., Malate, Manila, PH
Date: June 19, 2010
Time: 2:00 PM

Order of business

  1. Proof of the presence of quorum
  2. Reading and approval of the Minutes of the Meeting of the Board of Trustees last May 15, 2010
  3. Report of the Treasurer
  4. Quarterly Report of the President
  5. Ratification of Act and Proceedings of the Board of Trustees and Corporate Officers
  6. Unfinished Business
  7. New Business
  8. Other Matters
  9. Adjournment

Attendance

Board of Trustees

Present
  • Josh Lim (P)
  • Joseph Ballesteros (VP)
  • Paolo Barazon (S)
  • Roel Balingit (T)
  • Relly Bautista
  • Eugene Villar
Not present
  • Roman Bustria (on leave)

Members

  • Tony Ahn
  • Johnny Alegre
  • Jocelyn Alegre
  • Bel Ballesteros
Others
  • Juned Sonido (membership approved during meeting)

Minutes

A. Call to order
The meeting was called to order by the President, Josh Lim. For this quarterly meeting, Tony Ahn was designated as the presiding officer of the day.
B. Minutes of the meeting
The minutes of the First Annual Convention was read by the secretary, Paolo Barazon. The membership body resolved to approve the minutes without changes.
C. Agenda
The day's agenda was outlined and verified. Josh Lim proposed to add discussion about WMPH's proposed bid for Wikimania 2012. The membership body approved its inclusion.
Eugene Villar proposed to add the discussion of a possible tie-up between openstreetmaps.org's (OSM) Philippine chapter and WMPH for a possible project. Its inclusion was approved by the membership body .
D. Treasurer's report
The Treasurer's report was delivered by the Treasurer, Roel Balingit. Among the items mentioned in the report were:
  • The treasurer thanked those who paid their membership dues
  • Announced study between getting Land Bank of the Philippines (LBP) or Bank of the Philippine Islands (BPI) as depository bank.
  • Savings account: ₱6,000; Pledges: ₱4,000. Need ₱10,000 more if the account will be opened with LBP.
  • As of June 19: reimbursements total ₱10,200, including incorporation expenses.
After the treasurer delivered his report, Ms. Jocelyn Alegre inquired about the manner of auditing the finances of WMPH. The Treasurer said that the manner and method of auditing will be determined by the Board at a later time.
E. President's Quarterly report
The president announced that WMPH has submitted three grant proposals, which were submitted for the consideration of the Wikimedia Foundation's grants committees.
F. Unfinished business
As this is the first quarterly meeting, there was no unfinished business needing resolution.
G. New business
1. Grant Proposals
The President gave a walk-through of all the grant proposals, which are:
  1. Project start-up funds – to help kickstart WMPH's undertakings. This includes reimbursements of legal and administrative fees for incorporating WMPH.
  2. Youth for Information Technology (Y4IT) – for allowing WMPH to become an exhibitor at the Y4IT convention at UP Diliman, for promoting WMPH and its projects
  3. National Conference of Statistics – similar to Y4IT, this will allow WMPH to become an exhibitor at the National Conference of Statistics, to help promote WMPH and its projects as well as a way for thanking the National Statistics Board for graciously allowing the Wikimedia projects to use government statistics in WP articles.
These grant proposals were submitted to the Wikimedia Foundation's grants committee, and is currently under consideration. Further updates will be provided in the mailing list as soon as the status of these proposals are announced by the WMF.
2. Designation of Press Contact
The President said that Moka Pantages of the Wikimedia Foundation is asking for the designated press contact for WMPH. The press contact will serve as the point person for inquiries with the WMPH by the members of the media, and will be made available on the WMF website.
A motion for creating a Committee of the Whole to further discuss this was made, and passed. Bel Ballesteros asked about the specifics of the press contact position; the President said that it is essentially a public relations position. According to the President also, the press contact must either be a member of the Board of Trustees, or a member of the WMPH membership body, or the Secretary.
It was moved, and decided, that the designation of the press contact will be opened from among the membership body. Nominees for this position were Paolo Barazon (secretary) and Lee Bautista (trustee). The winner, by secret balloting, was Relly Bautista.
3. Brainstorming for projects for next year
The membership body came up with a list of proposed projects for the coming year. The projects (and an overview of its scope/activities) were (name of person who proposed it are in parentheses):
  1. Photographing of government offices in the Philippines (Roel Balingit) for possible inclusion on Wikipedia projects. The President proposed that this project can be renamed as "Wikipedia Takes [City name]"
  2. Wikiacademy (Josh Lim)
  3. Backstage at the National Museum (Relly Bautista) - similar to the project initiated by WMUK
  4. WMPH Grand Launch (Josh Lim)
  5. Tie-up with Openstreetmap.org (OSM) Philippine Chapter (Eugene Villar)
  6. Streaming WIkipedia (Juned Sonido)
  7. Lend-a-Textbook/Rent-a-Textbook (Roel Balingit)
  8. Wikipedia LGU project (Josh Lim)
  9. Ensiklopedya Pilipina (Jojit Ballesteros)
4. Wikipedia Day (15 January 2011)
The President said that the WMF is encouraging all chapters to come up with their own activities to celebrate the 10th anniversary of Wikipedia. The President made a motion to create a steering committee, which was approved by the membership body.
5. Membership application during the middle of the year
The membership body left it to the Board to discuss the matter.
6. Preparation for Quarterly meetings and subsequent meetings
In order to help with the planning of the subsequent meetings, the membership body determined the tentative dates of the next quarterly meetings. The dates are as follows:
  1. 2nd Quarterly Meeting – September 25, 2010
  2. 3rd Quarterly Meeting – November 27, 2010
  3. 4th Quarterly Meeting – March 26, 2011
  4. 2nd Annual Convention – May 21, 2011
7. Wikimania 2012 bid
A motion to create a steering committee for WMPH's bid for Wikimania 2012 was made, and approved by the membership body.
Roel Balingit raised the issue of how the costs for a potential bid will be determined, and how to canvass costs. Tony Ahn suggested that a feasibility study should be created for this.
Josh Lim said that an unofficial bid can be made on Meta, and can be edited and polished further before the deadline for official bids in December. Regarding the issue of how prepared WMPH is in making a bid and in hosting Wikimania, he also mentioned that WMTW (Taiwan) was 6 months old when they hosted Wikimania. Roel Balingit is concerned that as WMPH has other projects, a Wikimania bid may stand get in the way of accomplishing other projects, and WMPH might need to establish credibility first.
Lee Bautista thinks that hosting Wikimania 2012 might not be doable, but WMPH can plan and study the proposal and make requests for assistance from third-parties, which may render a bid doable. Josh Lim said that a feasibility study can be made, to help build consensus for the membership body, and can help WMPH in deciding to put up a bid.
Juned Sonido said that for an undertaking such as Wikimania, WMPH will need to have sponsors as well as a minimum number of volunteers for Wikimania.
It was determined that the feasibility study will have at least three areas of feasibility to study:
  1. Whether WMPH is ready to commit to a Wikimania bid (internal feasibility)
  2. Whether the community is interested (external community feasibility)
  3. Whether Manila or another Philippine city can host WIkimania (logistical feasibility)
Juned Sonido also pointed out that it is important to also consider financial feasibility. Josh said that a breakdown of possible costs should be included on all bids.
Jocelyn Alegre said that the report should also have recommendations for putting up a bid, based on the results of the feasibility study.
Roel Balingit proposed that the board select a contact person from among the committee, who will act as the chairman of the steering committee. The membership body then moved to open nominations for naming the chairman of the steering committee. There were three nominees: Josh Lim, Tony Ahn and Juned Sonido. After a vote by balloting, Tony Ahn was elected the chairman of the steering committee. It was decided that Josh and Juned will automatically become members of the steering committee. The membership body is encouraged to participate in the discussions for the study.
8. Chairman for Wikipedia Day Steering Committee
The membership body opened nominations for the chairman of the steering committee for WMPH's Wikipedia Day celebrations in 2011. Juned Sonido was the sole nominee, and was elected with no opposition from the membership body.
H. Adjournment
The meeting was adjourned at 5:45 p.m.


I hereby certify to the correctness of the foregoing.


(Sgd.) Allan Paolo Barazon
Secretary


Approved on .